Rep Guidelines

HGA Area Representatives Guidelines

Appointment

The Representative Liaison of the HGA Board of Directors will appoint all HGA Representatives (State, Provincial, and International). All Representatives must be current members of HGA and must continue to be members of HGA during their term of service.

Term

Term of appointment will be for a two-year period, usually from one Convergence® conference to the next, with a reappointment possible, if this is the decision of the Representative Liaison.

Resources

Upon appointment of a new HGA Representative, the HGA Office will provide these materials:

HGA Stationery for all correspondence (upon request).

Complimentary copies of some, but not all, HGA publications.

List of HGA members in each state, province or country will be sent from the office in the fall. Members who have opted-out will not be on this list.

Please note:

Privacy Policy: The lists of HGA members may not be given to any individual, organization, or commercial firm without the prior permission of the Representative Liaison of the HGA Board of Directors. Each request for use of the lists will be forwarded to the Representative Liaison; requests will be evaluated on an individual basis. No information concerning membership will be used or released except for HGA-related activities.

Retirement

Upon retirement from office, the outgoing Representative may recommend to the Representative Liaison/HGA Board of Directors names of HGA members to be considered for his/her replacement. The outgoing Representative may not appoint his/her successor. This is the prerogative of the Representative Liaison.

Upon retirement, the stationery and other pertinent materials shall be passed on to the new HGA Representative, if that is possible, or returned to the HGA office. The HGA Representative may keep the complimentary copies of HGA publications.

Duties

Become familiar with services and publications of HGA, including the website weavespindye.org.

Encourage individuals to sign up to receive HGA’s email newsletters.

Attend Convergence® conferences and the Rep Rally meeting, if possible.

Encourage and support individual HGA members.

Encourage and support guilds. Contact all guilds within your area, introduce yourself, and offer assistance when needed. This contact may be established by a personal visit, a letter or email to each guild, or by placing an announcement in the state or regional newsletter.

Ask each guild to send a copy of the guild newsletter to you as the HGA Representative. Encourage guilds to maintain contact with you.

Visit the guilds within your area whenever possible.

Promote HGA wherever and whenever possible.

Offer to present a program on the services of HGA. Use of Slide Kits and/or Textile Kits, or the HGA video, "The Connecting Thread," will be provided free of charge by the HGA office when promoting HGA.

Attend and display HGA materials at area and regional conferences, fairs, regional meetings, and special events. The HGA office will provide promotional materials and publications if these are requested well in advance of the meeting. An HGA display sign is available. If the function is a regional conference, and if it is not in use by another group, the HGA office will ship a tabletop display unit at no charge, with return FedEx ticket enclosed.

IMPORTANT: If you need promotional materials, publication, and/or the display sign, be sure you contact the HGA office at least four (4) weeks in advance of your needs. Either telephone the office (678-730-0010) or contact the office by email hga@weavespindye.org.

Send HGA news to regional and guild newsletters. Remind the guilds that information in the "Update" section of Shuttle Spindle & Dyepotmagazine, as well as information seen on the HGA website (http://www.weavespindye.org) may be reproduced in newsletters. Articles inSS&D are copyrighted and may not be reproduced without written permission.

Encourage guilds to become HGA Guild Affiliates and encourage guild members to become HGA members.

Distribute the extra copy of Shuttle Spindle & Dyepot magazine that you receive each quarter to guilds, libraries, schools, universities, craft centers, senior citizen centers, or wherever there are people interested in weaving, spinning, dyeing or basketmaking.

Contact your state and/or local Arts Council. Ask that your name be placed on their mailing lists for their newsletter. Report exhibits, HGA Award winners, and other important textile events for publication in their newsletter. Links to Press Releases are on HGA’ website.

Remember, your Representative Liaison/HGA Board of Directors is your voice on the Board of Directors and needs to know your concerns, problems you hear about in your role as HGA Representative, and the accolades you hear. Please keep the Liaison informed through the periodic reports.

Finances

Expenses up to the amount of $50.00 may be reimbursed when conducting HGA business. While this is not much funding, please remember that HGA is a nonprofit organization with little monetary support outside the HGA membership.

Any request for reimbursement for an expense above $50.00 must be submitted to the Representative Liaison/HGA Board of Directors two (2) months prior to the time when the expense will be incurred.

If the proposed expense is approved, a report of the event/expenditure, along with receipts, must be submitted within two (2) months after the event to the Representative Liaison/HGA Board of Directors. Reimbursement will be made from the HGA office.

Other Information

Correspondence

HGA stationery is to be used only for official correspondence.

Answer all correspondence promptly and keep a file of all correspondence.